Create Purchase Requisition in SAP

Title: ME51N_Create Purchase Requisition
Area : Finance
Function : Materials Management
Work Instruction
ME51N_Create Purchase Requisition ME51N
Purpose
Use this procedure to function as a requisition when ordering or as a payment authorization
document when used as a confirmation order to pay an invoice, registration, subscription, etc.
Trigger
Perform this procedure to create a purchase requisition when it is not possible or appropriate to
use your procurement card.
Prerequisites
• Specifications for the items including detailed description and unit of measure.
• Attach any supporting documentation or forms.
Menu Path
Use the following menu path(s) to begin this transaction:
• Select Logistics Materials Management Purchasing Purchase Requisition
Create to go to the Create Purchase Requisition screen.
Transaction Code
ME51N
Helpful Hints
• Click and then click to setup your default settings.

The fields to add are Pur Group, Item Category, AcctAssCat, Plant, and Requisitioner.
Click if you do not see the above fields displayed.
Click to save the default settings.

• You can create a purchase requisition by copying an existing one in its entirety or
individual line items from another requisition. Use to do this.
Once copied, you can change the information on the new one before saving it. This will be
useful when you have items that are purchased on a regular basis. You can also copy a
line from the current requisition to use as a basis for the next line you are adding. Select
the line to be copied and use the copy button about the Item Overview section.
• You can add a line or lines to a Requisition by copying from another one either using the
entire Requisition or the individual line items. Once copied, you can edit any information
on the new items before saving.
• Click to create a new requisition.
• Click to Display/Change a requisition.
File name: Version: Final Work Instruction

~FI_ME51N_CREATEPURCHASER Last Modified: 6/21/2007 10:11:00 AM Page 1 / 20
EQUISITION.DOC
Reference Number:
Area : Finance
Procedure
1. Start the transaction using the menu path or transaction code.

EQUISITION.DOC
Reference Number:
Area : Finance
Create Purchase Requisition
2. Perform one of the following:
If the first two sections are Then
Not expanded
Click .
Expanded --

EQUISITION.DOC
Reference Number:
Area : Finance
3. As required, complete/review the following fields:
Field Name R/O/C Description
Order type R Identifier allowing differentiation between the different kinds of

requisition and purchase order in the SAP system.
Order type will default to Regular Requisition. There

is no need to change this field.
Example: NB Purchase Requisition
Purchasing Document O Alphanumeric key uniquely identifying a purchasing

Number document.
This field should always be left blank. The system will

automatically assign a Purchase Requisition number
when the document is saved.
Example: N/A
Header note O Text for the header note.

Example: Supplies ordered for Training Department.
A (Account R Code used to identify the type of cost object that will receive
Assignment the cost of the line item. For example, cost centers, internal
Category) orders, or grant numbers.
Example: K
Short Text R Text description of an object limited to 40 characters.

Example: Office Supplies
Quantity R Number of items being processed.
Example: 10
Unit R Unit by which quantities are to be measured; Some examples
include: pound, gram, meter, and liter.
Example: EA
Delivery Date R The requested or desired delivery date on the purchase
document.
Example: 9/15/06
Matl Group R A grouping of materials and services according to their
characteristics. SAP Example: Office Supplies - 50005615
Example: 50005615

EQUISITION.DOC
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Area : Finance
Plant R In Logistics, a plant is an organizational unit for dividing an

enterprise according to production, procurement,
maintenance, and materials planning. All NKU entities will
use one plant (NK01).
Example: NK01
PGrp R A unique code representing a person or group creating the
requisition or order.
Example: 107
Requisnr R A text field used to name the person who is requesting the
item if different from the person who is creating the
requisition.
Example: dawsonm1
Des.Vendor R Vendor of choice.
Example: 100105
POrg R An organizational unit in Logistics, subdividing an enterprise
according to the requirements of Purchasing. A purchasing
organization procures materials and services, negotiates
conditions of purchase with vendors, and is responsible for
such transactions. All NKU entities will use one Purchasing
Organization (NK01).
Example: NK01
5. Click .
If You Want To Then Go To

Add Cost Center or Grant number Step 7
Click the tab.
Enter valuation price Step 9
Click the tab.
View material data information Step 11
Click the tab.
View quantity and date information Step 13
Click the tab.
View source of supply information Step 15
Click the tab.
View status information Step 17
Click the tab.
View contact information Step 19
Click the tab.
Enter text information Step 21
Click the tab.

EQUISITION.DOC
Reference Number:
Area : Finance
If You Want To Then Go To

View delivery address information Step 25
Click the tab.
Save the requisition -- Step 28

EQUISITION.DOC
Reference Number:
Area : Finance
Create Purchase Requisition (Account Assignment tab)
Cost Center R An organizational unit within a controlling area that represents

a clearly delimited location where revenue and costs occur.
Organizational divisions can be based on functional
requirements, allocation criteria, physical location and/or
responsibility for costs. SAP examples: Academic Advising
Resource Center - 243010001, Baseball - 273040010
Example: 213010001
Grant O Legal instrument used to establish a funding relationship in
order to carry out a public purpose in which the sponsor does
not expect to be substantially involved. A grant usually
contains terms and conditions for the control, use, reporting
and reimbursement of sponsor funding.
Example: 4000002

EQUISITION.DOC
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8. Return to Step 6.

EQUISITION.DOC
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Create Purchase Requisition (Valuation tab)
Valuation Price R Estimated or actual unit price of the material or service.

Example: 25

EQUISITION.DOC
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Area : Finance
Create Purchase Requisition (Material Data tab)
11. Review the displayed information.

EQUISITION.DOC
Reference Number:
Area : Finance
Create Purchase Requisition (Quantities/Dates tab)

EQUISITION.DOC
Reference Number:
Area : Finance
Create Purchase Requisition (Source of Supply tab)

EQUISITION.DOC
Reference Number:
Area : Finance
Create Purchase Requisition (Status tab)

EQUISITION.DOC
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Area : Finance
Create Purchase Requisition (Contact Person tab)

EQUISITION.DOC
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Area : Finance
Create Purchase Requisition (Texts tab)
21. The Texts tab contains all the Long text. If one of the Long Texts fields contains information,
there will be a checkmark next to the Long Text name. Click on the name of the texts to switch
between them and to enter information for that category of text. You can use Authority
Number (PR), Item note, Delivery text, and Material PO text.
If Then
Authority Number information Click Authority Number (PR).

Example: Color: White. 100 cups per
package, 10 packages per box.

EQUISITION.DOC
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Area : Finance
If Then
Long text used to make a notation regarding Click Item note.

item
The Item note is available to view in the
system, but will not be printed on the
PO.
Example: For the staff kitchen area.
A description of the delivery, designed to Click Delivery text.

identify the delivery
The Delivery text is transferred to the
SAP PO and is printed on the last item
of the hard copy PO only.
Material PO information Click Material PO text.
Release Notes Click Release Notes.
23. Click .

EQUISITION.DOC
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Area : Finance
Create Purchase Requisition (Delivery Address tab)
Address number R A number that represents the Delivery Address.

Example: 31983
26. Click .

EQUISITION.DOC
Reference Number:
Area : Finance
Create Purchase Requisition
28. Click .
The system displays the message, "Purchase requisition number XXXX created."
29. Click until you return to the SAP Easy Access screen.
30. You have completed this transaction.
Result
You have created a purchase requisition.
Comments
You can create another requisition without exiting the Create Purchase Requisition screen.

EQUISITION.DOC
Reference Number:
Area : Finance
Line items must be itemized. The purchase order will reflect what is in the requisition Do not
create a line item that says “see attached quote.” Incomplete requisitions will be returned.
Any forms i.e. Personal Service Contract, Single Source Justifications, etc. still need to be filled
out and forwarded to Procurement Services at the time of request. These forms can be found
at http://access.nku.edu/purchasing/forms. The policies can be found at
http://access.nku.edu/purchasing/policies.

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Area : Finance
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EQUISITION.DOC
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Create Purchase Requisition in SAP

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Title: ME51N_Create Purchase Requisition

ME51N_Create Purchase Requisition ME51N

• Click and then click to setup your default settings.

Click if you do not see the above fields displayed.

Click to save the default settings.

• Click to create a new requisition.

• Click to Display/Change a requisition.

File name: Version: Final Work Instruction

1. Start the transaction using the menu path or transaction code.

File name: Version: Final Work Instruction